ITEM:		CONSENT CALENDAR
5.	CONSIDER AUTHORIZATION TO USE CONSERVATION CONTINGENCY TO FUND TEMPORARY EMPLOYEE IN WATER DEMAND DIVISION RESULTING FROM WORKLOAD IMPACTS OF PROPOSED CALIFORNIA-AMERICAN WATER MORATORIUM
Meeting Date:			August 16, 2004		Budgeted:	Yes
From:			David A. Berger,		Program/	Conservation Contingency
			General Manager		Line Item No.:	$5,492
Prepared By:			Stephanie Pintar		Cost Estimate:	N/A
General Counsel Approval:				N/A
Committee Recommendation:				The Administrative Committee reviewed this item at its August 5, 2004 and recommended __________________.
CEQA Compliance:				N/A

SUMMARY: The Board will consider authorizing expenditures of up to $5,492 from the Conservation Fund Reserve to contract for a temporary employee to assist the Water Demand Division during the next 10 weeks to assist with an increased number of permit applications and telephone calls. The General Manager authorized hiring a contract employee to assist the division beginning on August 2, 2004, using his authority to authorize expenditures of up to $2,000. The request before the Board is for an additional 396 hours at $13.87 per hour.

Water permit applications and related inquiries from the public have increased over 100% during the past several weeks as a result of California American Water’s announcement of their pending application to the Public Utilities Commission for a moratorium on new water connections. This extra demand upon Water Demand Division staff time has resulted in a shift of priorities. The Conservation Representative II has shifted priorities from returning telephone calls, responding to correspondence and meeting with customers, to processing the increased number of permit applications. During the past seven work days (July 12-20), staff has processed 175 water permits, in comparison to 42 permits processed during the same seven day time-frame in June 2004. The other Conservation Representatives are responding to telephone calls when they are in the office and are delaying follow-up on inspection violations and requests for water credits.

Impacts to customers include a significant increase in waiting periods for inspections. Currently staff is scheduling into the second week in August -- a three-week delay. Additionally, a new backlog of conservation enforcement letters has been created by the increased telephone and walk-in traffic. The longer the delay in enforcement, the more difficult it is to achieve the desired compliance.

Hiring a temporary employee for approximately 10 weeks to greet customers, answer the telephone and route calls, and to perform data entry duties would allow Water Demand Division staff to devote their time and attention to accomplishing technical duties and restore near-normal levels of service.

It should be noted that in addition to the threat of a moratorium, the District’s move to Stage 3 of the Expanded Water Conservation and Standby Rationing Plan on June 22, 2004 has also impacted the workload of the division. Currently, approximately 30 percent of the telephone calls received on a daily basis are related to Cal-Am activities. Prior to Stage 3, the Water Demand Division received few, if any, Cal-Am related telephone calls. Since Stage 3 began, staff estimates that the total average daily number of telephone calls is exceeding 110 calls per day. Prior to Stage 3, the division received roughly 70 calls per day. In addition to customer service related to Stage 3, District staff has committed to assisting Cal-Am with water audits and other duties related to Stage 3, as schedules permit.

RECOMMENDATION: By adopting this item with the Consent Calendar, staff may extend the limited-term employment contract with an Office Assistant up to a maximum additional expenditure of $5,492. The extended contract will be for 396 hours at $13.87 per hour. The Administrative Committee considered this item at its August 5, 2004 meeting and recommended……………………………………………..……………………………………

IMPACT ON STAFF AND RESOURCES: Funds totaling $5,500 are included in the Conservation portion of the Personnel Contingency Fund. This fund is intended for use for unexpected personnel expenses, such as the need for temporary help. It is listed under Personnel Costs in the FY 2004-2005 Budget. The cost of an office specialist would amount to approximately $5,492.

BACKGROUND: Prompt customer service is of prime importance to the Water Management District as a whole and the Water Demand Division in particular. The increase in workload caused by California-American Water’s pending moratorium has made it impossible for staff to maintain previous levels of service, without temporary clerical assistance. The General Manager has authorized up to $2,000 for this purpose. However, Board approval is requested for funds sufficient to cover a longer period of the time prior to the Public Utility Commission either granting or denying a water connection moratorium. The limited-term employee will work in the Water Demand Division and will be supervised by the Water Demand Manager.

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